Accounts help - next year budget

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20141110150047sage_budget_exercisesof-2.xlsx
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Overview

What is this program?
The Maine Department of Health Sage Program exists to provide preventative healthcare to uninsured
and underinsured low income Minnesotans. It pays for breast and cervical cancer screening for these individuals.
It finds about 250 cancers a year, cancers that would not otherwise have been detected. It works with a
network of about 750 medical providers and screens about 18,500 women a year. These women make up
about half of the uninsured and underinsured women in the state in any given year.
http://www.health.state.mn.us/divs/hpcd/ccs/screening/sage/
What is this spreadsheet?
This spreadsheet shows this grant's 2013-2014 budget. It is set up so the headings for each grouping of budget
are in a separate color. Totals are in red for each grouping. The total for the whole budget is at the bottom.
The specifics for calculating each number are shown.
How is Sage staffed?
There is a management team who manages the unit. There is an outreach staff that handles patient recruitment,
phone calls, staffing outreach events, and other outreach activities. There is a group that acts as a liaison with
the clinic network to address any issues that are occuring. There are two persons who provide follow-up for persons
who have abnormal tests or cancer. If someone has cancer, there is a separate program for paying for it. Follow-up
staff ensure that anyone with cancer is enrolled in an insurance program or Medicaid. The federal government
requires a vigorous analysis of data so there is a separate program evaluation group. Also, there is a group that
handles the collection of all program data - registration data, service data and billing data. They also handle the
$3M to $4 M of payments that are made to the various medical providers.
For staff that do not show working 100% on this program, some work 75% time and some are working also on other
programs.
What am I supposed to do?
It is time to create next year's budget. You are going to create it. Here are the parameters:
- Staff are getting a 3% raise. Yay!
- Fringe is 31.8% of salary.
- The three lowest paid data entry staff are being laid off. They were budgeted only 9 months the previous year.
- The Affordable Healthcare Act means that fewer people are available for the program. A new outreach program
has to be created to increase outreach activities. This means all outreach activities need to increase by 50%. That
includes the creation of mail pieces, printing, postage, TV, radio, billboards, etc.
- Despite increasing outreach, the number of clients served will go down by 25%. :( All costs associated with
the number of clients will go down by 25%.
- All other costs are projeced to increase 2%, with inflation.
- Overhead is 23.8% of costs except for the direct services provided to clients. So as your costs change, your
overhead amount will also change. A hint: calculate this last.
ACK! HOW DO I DO THIS?
The tab labeled "Budget" is the budget. The tab labeled "Budget (again)" is the exact same thing. You can mess
with the second one but I would recommend not messing with the first unless you are adept at Excel.
You can make another column to create your budget or even take the existing form and just change the numbers.
If you are not good with Excel, it is possible to do this by hand if you so choose.
http://www.health.state.mn.us/divs/hpcd/ccs/screening/sage/

Budget

Sage Screening Program
PERSONNEL
Employee Name Work Responsibility Base Salary # Months Funded % Effort Salary Fringe* Total CDC Salary & Fringe
SAGE MANAGEMENT TEAM
Shelly Madigan, M.P.H. Program Director $ 86,548 12 100% $ 86,548 $ 27,522 $ 114,070
Jonathan Slater, Ph.D Scientific Advisor $ 110,560 12 10% $ 11,056 $ 3,516 $ 14,572
Christina Nelson, M.P.H. Outreach Director $ 86,109 12 100% $ 86,109 $ 27,383 $ 113,492
Sarah Diaz, M.S. Financial Director $ 66,941 12 100% $ 66,941 $ 21,287 $ 88,228
OUTREACH STAFF
Vacant Call Center Manager $ 54,330 12 50% $ 27,165 $ 8,638 $ 35,803
Manjusha Pillai, M.P.H. Navigation Coordinator $ 41,864 12 35% $ 14,652 $ 4,659 $ 19,311
Elizabeth LaCroix Patient Navigator $ 37,396 12 75% $ 28,047 $ 8,919 $ 36,966
Pa Xiong Patient Navigator $ 40,925 12 100% $ 40,925 $ 13,014 $ 53,939
Vacant (Spanish) Patient Navigator $ 38,544 12 100% $ 38,544 $ 12,257 $ 50,801
CLINIC LIAISONS
Jim McLean, R.N., M.S.N. Clinic Liaison $ 82,747 12 100% $ 82,747 $ 26,314 $ 109,061
Gay Lynn Richards, R.N., Clinic Liaison $ 82,747 12 100% $ 82,747 $ 26,314 $ 109,061
FOLLOW-UP
Elizabeth Wilson-Lopp Follow-Up Coordinator $ 60,385 12 100% $ 60,385 $ 19,202 $ 79,587
Mona Highsmith Follow-Up Coordinator $ 60,385 12 100% $ 60,385 $ 19,202 $ 79,587
OFFICE SUPPORT
Leslie Carney Clerical Coordinator $ 43,848 12 100% $ 43,848 $ 13,944 $ 57,792
Kristin Berget Clerk Typist $ 40,131 12 100% $ 40,131 $ 12,762 $ 52,893
PROGRAM EVALUATION
Scott Hedger Data Manager $ 69,614 12 50% $ 34,807 $ 11,069 $ 45,876
Michelle Waste, M.P.H. Evaluation Analyst $ 43,535 12 50% $ 21,768 $ 6,922 $ 28,690
DATA & FINANCIAL SUPPORT SERVICES
Cheemeng Vang Programmer $ 69,238 12 50% $ 34,619 $ 11,009 $ 45,628
Joanne Noot Data Entry Coordinator $ 54,288 12 50% $ 27,144 $ 8,632 $ 35,776
Shannon McNamara Data Coordinator $ 54,288 12 50% $ 27,144 $ 8,632 $ 35,776
Xeng Khang Billing Assistant $ 43,723 12 50% $ 21,862 $ 6,952 $ 28,814
Kris Mosner Data Entry $ 40,131 9 50% $ 20,066 $ 6,381 $ 26,447
You Vang Data Entry $ 32,886 9 50% $ 16,443 $ 5,229 $ 21,672
Any Xiong Data Entry $ 33,283 9 50% $ 16,642 $ 5,292 $ 21,934
[Totals ---> FTE, Salary, Fringe 15.10 $ 990,725 $ 315,051 $ 1,305,776
Total FTE: 15.10
*Fringe benefit rates are calculated at 31.8% of salary costs.
TRAVEL - INSTATE
1. Statewide travel to assist clinics.
# Local Trips average # miles/trip = 25 x 195 trips x $ 0.565 per mile = $ 2,754
# Rural Trips (shorter) average # miles/trip = 100 x 65 trips x $ 0.565 per mile = $ 3,673
# Rural Trips (longer) average # miles/trip = 250 x 17 trips x $ 0.565 per mile = $ 2,401
# Nights Lodging 17 x $ 80.00 per day = $ 1,360
# Days Per Diem 55 x $ 31.00 per day = $ 1,705
# Parking 90 x $ 5.25 per day = $ 473 $ 12,366
2. Statewide travel to recruit women from priority populations.
# Local Trips average # miles/trip = 25 x 100 trips x $ 0.565 per mile = $ 1,413
# Rural Trips (shorter) average # miles/trip = 100 x 35 trips x $ 0.565 per mile = $ 1,978
# Rural Trips (longer) average # miles/trip = 250 x 18 trips x $ 0.565 per mile = $ 2,543
# Nights Lodging 18 x $ 80.00 per day = $ 1,440
# Days Per Diem 35 x $ 31.00 per day = $ 1,085
# Parking 50 x $ 5.25 per day = $ 263 $ 8,722
Instate Travel: $ 21,088
TRAVEL - OUTSTATE
1. Travel undertaken by up to 2 staff at the direction of CDC.
Airfare: $ 500 per round-trip x 1 trip(s) for 2 staff = $ 1,000
Lodging: $ 130 per round-trip x 4 nights for 2 staff = $ 1,040
Per Diem: $ 35 per day x 4 days for 2 staff = $ 280
Ground Transportation: $ 100 per round-trip x 1 trip(s) for 2 staff = $ 200 $ 2,520
Outstate Travel: $ 2,520
SUPPLIES
1. General Office Supplies:
Funds are requested to purchase supplies not covered by indirect fundsneeded by staff to carry out daily activities of the program. Costs are estimated at:
$ 62.00 per FTE x 15.10 FTE x 12 months = $ 11,234 $ 11,234
2. Envelopes (special order) for Direct Mail Projects:
Funds are requested to purchase direct mail project components including: MDH-printed envelopes, postage, mailing list fees, and printing costs of mail pieces. Costs for postage, addressing, mailing list fees and printing are listed in "Other Expenses." These expenses are justified because direct mail recruitment is the most cost-effective way to recruit program-eligible women in Minnesota.
Direct Mail Project Target Populations # of Envelopes x Cost per Envelope = Total Cost
African American 5,000 $0.09 $ 450
Women denied for Medicaid or MNCare 70,000 $0.09 $ 6,300
Consumers 120,000 $0.09 $ 10,800
Women in other MN State Programs 120,000 $0.09 $ 10,800
Hispanic 2,500 $0.09 $ 225
Women due for screening (Reminders) 17,000 $0.09 $ 1,530
Sage Past Enrollees 20,000 $0.09 $ 1,800
Clinics and Hospitals 6,000 $0.09 $ 540
Total: 360,500 $ 32,445 $ 32,445
Total Supplies: $ 43,679
CONTRACTS
1. Screening, Diagnostic Referral, and Follow-Up Agreements:
Providers will enroll program-eligible women, provide breast and cervical cancer screening, tracking, case management, and follow-up services. Sage eligibility will be determined by the providers per program guidelines. Staff physicians and/or nurses acting under written standing orders will provide services and all actions will be documented in medical charts. After transition to the SID database is complete, providers will submit patient data and invoices via a web-based platform, rather than paper forms. Providers will be paid on a fee-for-service basis according to prevailing Medicare rates. (Please see the Clinical Costs Worksheet and a list of active Sage providers included at the end of this budget.)
Clients Cost per client Total
18,600 X 104.61 $ 1,945,746 $ 1,945,746
2. Screening Grant #1: (Sage Women's Clinic):
The City of Bloomington's Division of Public Health, through an ongoing grant, operates a Sage specific, breast and cervical cancer screening clinic located in the Southdale Medical Center. Grant funds will pay for approximately 1,400 office visits, Pap smears, patient navigation and case management service. Sage pays for mammograms on a fee-for-service basis and are not part of the grant. Other funding to support this activity is listed in "4B. Contract Justifications" at the end of this budget. The grant is for a 12-month period. $ 171,169
3. Screening Grant #2 (Hennepin County Medical Center):
Hennepin County Medical Center (HCMC), through an ongoing grant, will run weekly clinics for Sage patients. Grant funds will pay for approximately 825 office visits, patient navigation, case management and in-reach. The grant is for a 12-month period. $ 127,551
4. Case Management Grant (West Side Community Health Services):
West Side Community Health Services (WCHS), through an ongoing grant, will provide case management and patient navigation services to women enrolled in Sage. WCHS is the largest FQHC in Minnesota with three clinics located in predominantly Latino neighborhoods. WCHS will also conduct clinic in-reach under this grant. The grant is for a 12-month period. $ 60,909
5. Institute for Clinical Systems Improvement (ICSI):
Funds are requested to support a learning collaborative co-sponsored by Sage and Sage Scopes. The grantee, Institute for Clinical Systems Improvement (ICSI), will conduct a learning collaborative that brings together medical teams from approximately 15 clinics. The team's objectives are to learn about best practices in clinical systems and patient management to increase breast, cervical, and colorectal cancer screening. The teams will develop and implement improved systems that will be measured by screening rate changes through MN Community Measurement. They will also work to promote strategies for referring smokers to an appropriate quit line. The collaborative will use face-to-face meetings, conference calls and hands on technical assistance as teaching methods. This is a sole source contract that will be executed for a 12-month period. $ 4,000
6. Learning Community Contract (Contractor - to be determined):
In collaboration with MN CCC and other chronic disease programs, Sage will implement a “Community Health Worker Learning Community.” The learning community will bring together administrative teams from approximately 10-15 clinics to learn about promising practices to successfully incorporate CHW’s into clinic systems and patient management to increase chronic disease prevention and cancer screening efforts. The contractor for this activity will be selected through a request for proposals and managed by the MN CCC Program. The contract is for a 12 month period. $ 10,000
7. Patient Interpreter Contract #1 (A to Z Friendly Languages):
Under an ongoing contract with A to Z Friendly Languages, medical interpretation services are provided for Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpreter service. The contract is for a 12-month period.
$1,353.00 average monthly cost x 12 months = $ 16,236 $ 16,236
8. Patient Interpreter Contract #2 (All-in-One--Translation Agency, LLC):
Under ongoing contract with All-in-One Translation, medical interpretation services are provided for Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpreter service. The contract is for a 12-month period.
$599.00 average monthly cost x 12 months = $ 7,188 $ 7,188
9. Patient Transportation Contract #1 (Airport and Town Taxi):
Under an ongoing contract with the State, Airport and Town Taxi provides service for Sage patients in the Twin Cities area without access to transportation and who are unable to access local bus service. The vendor currently charges a flat rate of $2.50 per ride and a $2.35 per mile charge. Sage providers contact the vendor (depending upon patient location) and schedule rides for patients as needed. The vendors track Sage rides via an account number given when rides are scheduled. An invoice is then submitted to Sage on a monthly basis for reimbursement. The contract is for a 12-month period. Costs are estimated as follows:
$310 average monthly cost for Sage x 12 months = $ 3,720 $ 3,720
10. Patient Transportation Contract #2 (Twin City Transportation):
Under an ongoing contract with the State, Twin City Transportation provides service for Sage patients in the Metro area without access to transportation and who are unable to access local bus service. This vendor charges a flat fee of $11.50 per ride and a $1.30 per mile charge. Their services become cost effective when patient rides exceed 8 miles. Sage providers contact the appropriate vendor (depending upon patient location) and schedule rides for patients as needed. The vendors track Sage rides via an account number given when rides are scheduled. An invoice is then submitted to Sage on a monthly basis for reimbursement. The contract is for a 12-month period. Costs are estimated as follows:
$50 average monthly cost for Sage x 12 months = $ 600 $ 600
11. Health-e-Web:
Through an RFP process, Sage has contracted with Health-e-Web to be its medical claims clearinghouse. The projected FY14 costs are $15,000, which assumes an increase in the types of information transmitted electronically. $ 15,000
12. Graphic Design Services Contract (Triad Marketing and Advertising, Inc.):
Under an ongoing contract with the State, Triad Marketing and Advertising, Inc. provides graphic design services for Sage. Staff will develop four new direct mail cards, two that increase population-based awareness and outreach to increase breast and cervical cancer screening in all age-eligible populations statewide and two mailers to supplement Sage's current inventory. New Sage direct mail recruitment pieces have not been developed since 2003. Staff will also develop three new billboard concepts that aim to prompt women to call the Sage Call Center to schedule their mammography appointment. Design services include meetings and research, concept and message development, preparing presentation art, preliminary test pieces and final designs to ready-format, copyright costs, and preparing and sending specification file to printer. The contract is for a 12-month period. $ 16,500
Total Contracts: $ 2,378,619
OTHER EXPENSES
1. Phone:
Funds are requested for phone line, cell and long distance charges for Sage staff. The majority of the telephone expense is for support of the Sage phone center including calls to the toll-free scheduling number, call center software and equipment charges. Costs are estimated at:
$2,300 average phone cost per month x 12 months = $ 27,600 $ 27,600
2. Postage & Delivery:
The State of MN covers the cost of general postage through indirect funds; however, large mailings such as the Sage direct mail projects are not covered. Funds are requested for the direct mail postage. The cost of machine addressing of direct mail envelopes is also requested and is included in the per piece postage cost.
360,500 # direct mail pieces x $ 0.32 postage & addressing per piece = $ 115,360 $ 115,360
3. General Photocopying:
Funds are requested to pay for photocopy costs related to the daily operation of the program. This includes printing of Sage patient enrollment forms and some patient education materials. These costs, which are not covered by the state indirect fund, are estimated at:
$1,032 average program copy charge per month x 12 months = $ 12,384 $ 12,384
4. Direct Mail Printing:
Direct Mail Recruitment Materials: Funds are needed to print direct mailers to be used in targeted direct mail campaigns throughout the state. Each mailing ranges in size from a few thousand to over 100,000, depending on the specific mailing project and mailing list used. Direct mail is one of Sage's most cost-effective outreach strategies. Sage will use direct mail to promote breast and cervical cancer awareness to all age-eligible women in MN and to motivate them to get age-appropriate cancer screening (Please refer above to the "Supplies" budget section, Line #2 for direct mail project details.) Printing costs for all direct mail campaigns are estimated at:
360,500 total pieces x $0.40 per piece = $ 144,200 $ 144,200
5. Mailing List Fees:
Mailing lists are needed to conduct direct mail recruitment. Sage purchases commercial lists through consumer list vendors, buys lists from other State of MN Departments, and collaborates with Sage participating clinics and other organizations interested in targeting underserved MN women. Lists are used by Sage to target disparate populations including women of color, rarely and never screened, American Indians, and unscreened/uninsured clinic populations. The average cost per record is $.08 (with the exception of the Consumers list at $.04). The following Direct Mail (DM) recruitment projects require purchasing a list:
DM Project Target Populations # Records Cost/Record
African American 5,000 x $0.08 = $400
Consumers 120,000 x $0.04 = $4,800
Hispanic 2,500 x $0.08 = $200 $ 5,400
6. Computer Support:
Effective July 1, 2008, the Department of Health began charging programs a Desktop User Support Fee to cover the cost of providing user support to each computer in the agency. The projected FY14 cost per FTE is as follows:
$ 1,050 per FTE x 15.10 FTE = $ 15,855 $ 15,855
7. Media (Television):
Funds are requested to support television (TV) media as an awareness and outreach strategy for Sage. Sage has used TV with live phone banks and ad campaigns for over 15 years and has found it to be nearly as effective and as cost-effective as direct mail. Campaigns consist of TV ads, live phone banks, news interviews and stories, and public service announcements all coupled with the program's toll-free line. The paid advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the TV stations are negotiated. Funds are requested for advertising on 4 metro TV stations: WCCO (CBS), KSTP (ABC), KMSP (FOX), and Univision; and one rural TV stations, WDIO (ABC). Ad costs range from $100 to $1,800 depending upon a station's service area, schedules, and phonebank capacity. Funds are also requested to produce five new ads that will air during live television campaigns. Production costs average $850 per ad. Sage TV campaigns typically run on a quarterly basis in conjunction with local and national breast cancer awareness efforts.
80 ads placements x $500 average cost per ad = $ 40,000
2 TV billboard production fees x $850 average cost per ad = $ 1,700 $ 41,700
8. Media (Radio):
Funds are requested to support radio media as an outreach tool for the program. Sage has successfully used radio advertising in the past coupled with the program's toll-free line. Radio commercial ads, interviews and stories are used in our radio campaigns. The paid advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the radio stations are negotiated. Ad costs range from $30 to $50 depending upon a station's service area, schedules, and capacity. Funds are also requested to produce two new ads that will air during the radio campaigns.
40 ads placements x $40 average cost per ad = $ 1,600
2 radio ad production fees x $80 average cost per ad = $ 160 $ 1,760
9. Media (Billboards):
Funds are requested to support billboard media as an outreach tool for the program. The advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the outdoor advertising companies will be negotiated. The billboards will be rotated across 18 Twin Cities metropolitan locations and 15 selected Outstate locations over an approximately two month period.
Clear Channel Outdoor (Twin Cities): $15,000 per month x 2 months = $ 30,000
Lamar Outdoor Advertising (Outstate): $2,775 per month x 2 months = $ 5,550 $ 35,550
10. Patient Rewards and Incentives:
Sage has used gift cards to successfully recruit new and rarely and never screened women to program-funded services. The gift cards are used in conjunction with program outreach strategies such as direct mail or targeted media campaigns. Women receive a gift card of their choice as a reward for completing mammography screening. The reward is mailed out to a woman after their Sage enrollment information has been linked to a completed cancer screening in the Sage Integrated Database (SID). Evaluation has shown that rewards more than double the impact of our outreach strategies and also produce more cost-effective results. (Refer to Appendix 18 for more information.)
# women receiving rewards Reward Vendor Admin Fee Reward Vendor Admin Fee
3,817 women (direct mail) x $15 $1.85 per reward = $57,255 $7,061
533 women (tv) x $15 $1.85 per reward = $7,995 $986
14 women (radio) x $15 $1.85 per reward = $210 $26
133 women (billboards) x $15 $1.85 per reward = $1,995 $246
Total: $67,455 $8,319 $ 75,774
11. Patient Transportation (Bus Tokens & Parking Vouchers):
Funds are requested for bus tokens and parking vouchers to assist women without adequate transportation or income to access screening services. Bus tokens provide access to the Metro Transit bus routes. Parking vouchers are offered to women who have transportation, but who lack financial means to pay significant parking fees at some metro screening sites. Tokens and vouchers are tracked by the provider and reported to the Sage Program on a monthly basis.
Bus Tokens: 308 women x $6.00 per round trip = $ 1,848
Parking Vouchers: 241 women x $4.75 per round trip = $ 1,145 $ 2,993
12. Cancer in Your Communities Presentations:
Cancer in Your Communities (CCYC) is a curriculum that Sage will implement in collaboration with the MN CCC program at two locations. The CYCC curriculum educates CHW’s about cancer and early detection. It provides CHW's hands on learning skills and tools (breast, cervical and colorectal cancer flipcharts) to use to promote cancer screening to clients that they serve. (Liz Wilson-Lopp, a Sage staff person, will be our primary educator working on this; MN CCC will provide additional staff support towards this effort . Funds are requested for room rental, parking, and lunch for 25 participants at each training.) $ 2,500
Total: Other Expenses $ 481,076
OVERHEAD
1. Program Administrative Costs
The amount is calculated at 23.8% of direct costs, excluding items that are not assessed indirect. Fee-for-service costs are not assessed indirect but everything else is. This is used by MDH to pay for other costs like the Commissioner, the Legal Dept, the Email system, etc.
Direct Costs $4,232,758
Less Contracts #1 (fee-for service provider payments) ($1,945,746)
Base $2,287,012
x Rate x 23.8%
Amount = $544,309
$ 544,309
SUMMARY BUDGET Totals
Personnel $990,725
Fringe Benefits $315,051
In-State Travel $21,088
Out of State Travel $2,520
Supplies $43,679
Contractual $2,378,619
Other $481,076
$4,232,758

Budget (again)

Sage Screening Program
PERSONNEL
Employee Name Work Responsibility Base Salary # Months Funded % Effort Salary Fringe* Total CDC Salary & Fringe
SAGE MANAGEMENT TEAM
Shelly Madigan, M.P.H. Program Director $ 86,548 12 100% $ 86,548 $ 27,522 $ 114,070
Jonathan Slater, Ph.D Scientific Advisor $ 110,560 12 10% $ 11,056 $ 3,516 $ 14,572
Christina Nelson, M.P.H. Outreach Director $ 86,109 12 100% $ 86,109 $ 27,383 $ 113,492
Sarah Diaz, M.S. Financial Director $ 66,941 12 100% $ 66,941 $ 21,287 $ 88,228
OUTREACH STAFF
Vacant Call Center Manager $ 54,330 12 50% $ 27,165 $ 8,638 $ 35,803
Manjusha Pillai, M.P.H. Navigation Coordinator $ 41,864 12 35% $ 14,652 $ 4,659 $ 19,311
Elizabeth LaCroix Patient Navigator $ 37,396 12 75% $ 28,047 $ 8,919 $ 36,966
Pa Xiong Patient Navigator $ 40,925 12 100% $ 40,925 $ 13,014 $ 53,939
Vacant (Spanish) Patient Navigator $ 38,544 12 100% $ 38,544 $ 12,257 $ 50,801
CLINIC LIAISONS
Jim McLean, R.N., M.S.N. Clinic Liaison $ 82,747 12 100% $ 82,747 $ 26,314 $ 109,061
Gay Lynn Richards, R.N., Clinic Liaison $ 82,747 12 100% $ 82,747 $ 26,314 $ 109,061
FOLLOW-UP
Elizabeth Wilson-Lopp Follow-Up Coordinator $ 60,385 12 100% $ 60,385 $ 19,202 $ 79,587
Mona Highsmith Follow-Up Coordinator $ 60,385 12 100% $ 60,385 $ 19,202 $ 79,587
OFFICE SUPPORT
Leslie Carney Clerical Coordinator $ 43,848 12 100% $ 43,848 $ 13,944 $ 57,792
Kristin Berget Clerk Typist $ 40,131 12 100% $ 40,131 $ 12,762 $ 52,893
PROGRAM EVALUATION
Scott Hedger Data Manager $ 69,614 12 50% $ 34,807 $ 11,069 $ 45,876
Michelle Waste, M.P.H. Evaluation Analyst $ 43,535 12 50% $ 21,768 $ 6,922 $ 28,690
DATA & FINANCIAL SUPPORT SERVICES
Cheemeng Vang Programmer $ 69,238 12 50% $ 34,619 $ 11,009 $ 45,628
Joanne Noot Data Entry Coordinator $ 54,288 12 50% $ 27,144 $ 8,632 $ 35,776
Shannon McNamara Data Coordinator $ 54,288 12 50% $ 27,144 $ 8,632 $ 35,776
Xeng Khang Billing Assistant $ 43,723 12 50% $ 21,862 $ 6,952 $ 28,814
Kris Mosner Data Entry $ 40,131 9 50% $ 20,066 $ 6,381 $ 26,447
You Vang Data Entry $ 32,886 9 50% $ 16,443 $ 5,229 $ 21,672
Any Xiong Data Entry $ 33,283 9 50% $ 16,642 $ 5,292 $ 21,934
[Totals ---> FTE, Salary, Fringe 15.10 $ 990,725 $ 315,051 $ 1,305,776
Total FTE: 15.10
*Fringe benefit rates are calculated at 31.8% of salary costs.
TRAVEL - INSTATE
1. Statewide travel to assist clinics.
# Local Trips average # miles/trip = 25 x 195 trips x $ 0.565 per mile = $ 2,754
# Rural Trips (shorter) average # miles/trip = 100 x 65 trips x $ 0.565 per mile = $ 3,673
# Rural Trips (longer) average # miles/trip = 250 x 17 trips x $ 0.565 per mile = $ 2,401
# Nights Lodging 17 x $ 80.00 per day = $ 1,360
# Days Per Diem 55 x $ 31.00 per day = $ 1,705
# Parking 90 x $ 5.25 per day = $ 473 $ 12,366
2. Statewide travel to recruit women from priority populations.
# Local Trips average # miles/trip = 25 x 100 trips x $ 0.565 per mile = $ 1,413
# Rural Trips (shorter) average # miles/trip = 100 x 35 trips x $ 0.565 per mile = $ 1,978
# Rural Trips (longer) average # miles/trip = 250 x 18 trips x $ 0.565 per mile = $ 2,543
# Nights Lodging 18 x $ 80.00 per day = $ 1,440
# Days Per Diem 35 x $ 31.00 per day = $ 1,085
# Parking 50 x $ 5.25 per day = $ 263 $ 8,722
Instate Travel: $ 21,088
TRAVEL - OUTSTATE
1. Travel undertaken by up to 2 staff at the direction of CDC.
Airfare: $ 500 per round-trip x 1 trip(s) for 2 staff = $ 1,000
Lodging: $ 130 per round-trip x 4 nights for 2 staff = $ 1,040
Per Diem: $ 35 per day x 4 days for 2 staff = $ 280
Ground Transportation: $ 100 per round-trip x 1 trip(s) for 2 staff = $ 200 $ 2,520
Outstate Travel: $ 2,520
SUPPLIES
1. General Office Supplies:
Funds are requested to purchase supplies not covered by indirect fundsneeded by staff to carry out daily activities of the program. Costs are estimated at:
$ 62.00 per FTE x 15.10 FTE x 12 months = $ 11,234 $ 11,234
2. Envelopes (special order) for Direct Mail Projects:
Funds are requested to purchase direct mail project components including: MDH-printed envelopes, postage, mailing list fees, and printing costs of mail pieces. Costs for postage, addressing, mailing list fees and printing are listed in "Other Expenses." These expenses are justified because direct mail recruitment is the most cost-effective way to recruit program-eligible women in Minnesota.
Direct Mail Project Target Populations # of Envelopes x Cost per Envelope = Total Cost
African American 5,000 $0.09 $ 450
Women denied for Medicaid or MNCare 70,000 $0.09 $ 6,300
Consumers 120,000 $0.09 $ 10,800
Women in other MN State Programs 120,000 $0.09 $ 10,800
Hispanic 2,500 $0.09 $ 225
Women due for screening (Reminders) 17,000 $0.09 $ 1,530
Sage Past Enrollees 20,000 $0.09 $ 1,800
Clinics and Hospitals 6,000 $0.09 $ 540
Total: 360,500 $ 32,445 $ 32,445
Total Supplies: $ 43,679
CONTRACTS
1. Screening, Diagnostic Referral, and Follow-Up Agreements:
Providers will enroll program-eligible women, provide breast and cervical cancer screening, tracking, case management, and follow-up services. Sage eligibility will be determined by the providers per program guidelines. Staff physicians and/or nurses acting under written standing orders will provide services and all actions will be documented in medical charts. After transition to the SID database is complete, providers will submit patient data and invoices via a web-based platform, rather than paper forms. Providers will be paid on a fee-for-service basis according to prevailing Medicare rates. (Please see the Clinical Costs Worksheet and a list of active Sage providers included at the end of this budget.)
Clients Cost per client Total
18,600 X 104.61 $ 1,945,746 $ 1,945,746
2. Screening Grant #1: (Sage Women's Clinic):
The City of Bloomington's Division of Public Health, through an ongoing grant, operates a Sage specific, breast and cervical cancer screening clinic located in the Southdale Medical Center. Grant funds will pay for approximately 1,400 office visits, Pap smears, patient navigation and case management service. Sage pays for mammograms on a fee-for-service basis and are not part of the grant. Other funding to support this activity is listed in "4B. Contract Justifications" at the end of this budget. The grant is for a 12-month period. $ 171,169
3. Screening Grant #2 (Hennepin County Medical Center):
Hennepin County Medical Center (HCMC), through an ongoing grant, will run weekly clinics for Sage patients. Grant funds will pay for approximately 825 office visits, patient navigation, case management and in-reach. The grant is for a 12-month period. $ 127,551
4. Case Management Grant (West Side Community Health Services):
West Side Community Health Services (WCHS), through an ongoing grant, will provide case management and patient navigation services to women enrolled in Sage. WCHS is the largest FQHC in Minnesota with three clinics located in predominantly Latino neighborhoods. WCHS will also conduct clinic in-reach under this grant. The grant is for a 12-month period. $ 60,909
5. Institute for Clinical Systems Improvement (ICSI):
Funds are requested to support a learning collaborative co-sponsored by Sage and Sage Scopes. The grantee, Institute for Clinical Systems Improvement (ICSI), will conduct a learning collaborative that brings together medical teams from approximately 15 clinics. The team's objectives are to learn about best practices in clinical systems and patient management to increase breast, cervical, and colorectal cancer screening. The teams will develop and implement improved systems that will be measured by screening rate changes through MN Community Measurement. They will also work to promote strategies for referring smokers to an appropriate quit line. The collaborative will use face-to-face meetings, conference calls and hands on technical assistance as teaching methods. This is a sole source contract that will be executed for a 12-month period. $ 4,000
6. Learning Community Contract (Contractor - to be determined):
In collaboration with MN CCC and other chronic disease programs, Sage will implement a “Community Health Worker Learning Community.” The learning community will bring together administrative teams from approximately 10-15 clinics to learn about promising practices to successfully incorporate CHW’s into clinic systems and patient management to increase chronic disease prevention and cancer screening efforts. The contractor for this activity will be selected through a request for proposals and managed by the MN CCC Program. The contract is for a 12 month period. $ 10,000
7. Patient Interpreter Contract #1 (A to Z Friendly Languages):
Under an ongoing contract with A to Z Friendly Languages, medical interpretation services are provided for Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpreter service. The contract is for a 12-month period.
$1,353.00 average monthly cost x 12 months = $ 16,236 $ 16,236
8. Patient Interpreter Contract #2 (All-in-One--Translation Agency, LLC):
Under ongoing contract with All-in-One Translation, medical interpretation services are provided for Sage patients enrolled at clinics with limited or no interpreter staff. The cost for most languages is $40 per hour for the first three hours of interpreter service and $37.50 per hour at 4 hours or greater of interpreter service. The contract is for a 12-month period.
$599.00 average monthly cost x 12 months = $ 7,188 $ 7,188
9. Patient Transportation Contract #1 (Airport and Town Taxi):
Under an ongoing contract with the State, Airport and Town Taxi provides service for Sage patients in the Twin Cities area without access to transportation and who are unable to access local bus service. The vendor currently charges a flat rate of $2.50 per ride and a $2.35 per mile charge. Sage providers contact the vendor (depending upon patient location) and schedule rides for patients as needed. The vendors track Sage rides via an account number given when rides are scheduled. An invoice is then submitted to Sage on a monthly basis for reimbursement. The contract is for a 12-month period. Costs are estimated as follows:
$310 average monthly cost for Sage x 12 months = $ 3,720 $ 3,720
10. Patient Transportation Contract #2 (Twin City Transportation):
Under an ongoing contract with the State, Twin City Transportation provides service for Sage patients in the Metro area without access to transportation and who are unable to access local bus service. This vendor charges a flat fee of $11.50 per ride and a $1.30 per mile charge. Their services become cost effective when patient rides exceed 8 miles. Sage providers contact the appropriate vendor (depending upon patient location) and schedule rides for patients as needed. The vendors track Sage rides via an account number given when rides are scheduled. An invoice is then submitted to Sage on a monthly basis for reimbursement. The contract is for a 12-month period. Costs are estimated as follows:
$50 average monthly cost for Sage x 12 months = $ 600 $ 600
11. Health-e-Web:
Through an RFP process, Sage has contracted with Health-e-Web to be its medical claims clearinghouse. The projected FY14 costs are $15,000, which assumes an increase in the types of information transmitted electronically. $ 15,000
12. Graphic Design Services Contract (Triad Marketing and Advertising, Inc.):
Under an ongoing contract with the State, Triad Marketing and Advertising, Inc. provides graphic design services for Sage. Staff will develop four new direct mail cards, two that increase population-based awareness and outreach to increase breast and cervical cancer screening in all age-eligible populations statewide and two mailers to supplement Sage's current inventory. New Sage direct mail recruitment pieces have not been developed since 2003. Staff will also develop three new billboard concepts that aim to prompt women to call the Sage Call Center to schedule their mammography appointment. Design services include meetings and research, concept and message development, preparing presentation art, preliminary test pieces and final designs to ready-format, copyright costs, and preparing and sending specification file to printer. The contract is for a 12-month period. $ 16,500
Total Contracts: $ 2,378,619
OTHER EXPENSES
1. Phone:
Funds are requested for phone line, cell and long distance charges for Sage staff. The majority of the telephone expense is for support of the Sage phone center including calls to the toll-free scheduling number, call center software and equipment charges. Costs are estimated at:
$2,300 average phone cost per month x 12 months = $ 27,600 $ 27,600
2. Postage & Delivery:
The State of MN covers the cost of general postage through indirect funds; however, large mailings such as the Sage direct mail projects are not covered. Funds are requested for the direct mail postage. The cost of machine addressing of direct mail envelopes is also requested and is included in the per piece postage cost.
360,500 # direct mail pieces x $ 0.32 postage & addressing per piece = $ 115,360 $ 115,360
3. General Photocopying:
Funds are requested to pay for photocopy costs related to the daily operation of the program. This includes printing of Sage patient enrollment forms and some patient education materials. These costs, which are not covered by the state indirect fund, are estimated at:
$1,032 average program copy charge per month x 12 months = $ 12,384 $ 12,384
4. Direct Mail Printing:
Direct Mail Recruitment Materials: Funds are needed to print direct mailers to be used in targeted direct mail campaigns throughout the state. Each mailing ranges in size from a few thousand to over 100,000, depending on the specific mailing project and mailing list used. Direct mail is one of Sage's most cost-effective outreach strategies. Sage will use direct mail to promote breast and cervical cancer awareness to all age-eligible women in MN and to motivate them to get age-appropriate cancer screening (Please refer above to the "Supplies" budget section, Line #2 for direct mail project details.) Printing costs for all direct mail campaigns are estimated at:
360,500 total pieces x $0.40 per piece = $ 144,200 $ 144,200
5. Mailing List Fees:
Mailing lists are needed to conduct direct mail recruitment. Sage purchases commercial lists through consumer list vendors, buys lists from other State of MN Departments, and collaborates with Sage participating clinics and other organizations interested in targeting underserved MN women. Lists are used by Sage to target disparate populations including women of color, rarely and never screened, American Indians, and unscreened/uninsured clinic populations. The average cost per record is $.08 (with the exception of the Consumers list at $.04). The following Direct Mail (DM) recruitment projects require purchasing a list:
DM Project Target Populations # Records Cost/Record
African American 5,000 x $0.08 = $400
Consumers 120,000 x $0.04 = $4,800
Hispanic 2,500 x $0.08 = $200 $ 5,400
6. Computer Support:
Effective July 1, 2008, the Department of Health began charging programs a Desktop User Support Fee to cover the cost of providing user support to each computer in the agency. The projected FY14 cost per FTE is as follows:
$ 1,050 per FTE x 15.10 FTE = $ 15,855 $ 15,855
7. Media (Television):
Funds are requested to support television (TV) media as an awareness and outreach strategy for Sage. Sage has used TV with live phone banks and ad campaigns for over 15 years and has found it to be nearly as effective and as cost-effective as direct mail. Campaigns consist of TV ads, live phone banks, news interviews and stories, and public service announcements all coupled with the program's toll-free line. The paid advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the TV stations are negotiated. Funds are requested for advertising on 4 metro TV stations: WCCO (CBS), KSTP (ABC), KMSP (FOX), and Univision; and one rural TV stations, WDIO (ABC). Ad costs range from $100 to $1,800 depending upon a station's service area, schedules, and phonebank capacity. Funds are also requested to produce five new ads that will air during live television campaigns. Production costs average $850 per ad. Sage TV campaigns typically run on a quarterly basis in conjunction with local and national breast cancer awareness efforts.
80 ads placements x $500 average cost per ad = $ 40,000
2 TV billboard production fees x $850 average cost per ad = $ 1,700 $ 41,700
8. Media (Radio):
Funds are requested to support radio media as an outreach tool for the program. Sage has successfully used radio advertising in the past coupled with the program's toll-free line. Radio commercial ads, interviews and stories are used in our radio campaigns. The paid advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the radio stations are negotiated. Ad costs range from $30 to $50 depending upon a station's service area, schedules, and capacity. Funds are also requested to produce two new ads that will air during the radio campaigns.
40 ads placements x $40 average cost per ad = $ 1,600
2 radio ad production fees x $80 average cost per ad = $ 160 $ 1,760
9. Media (Billboards):
Funds are requested to support billboard media as an outreach tool for the program. The advertisements prompt women to call; women are screened for eligibility and, if eligible, are scheduled for appointments. Pro bono or match contributions from the outdoor advertising companies will be negotiated. The billboards will be rotated across 18 Twin Cities metropolitan locations and 15 selected Outstate locations over an approximately two month period.
Clear Channel Outdoor (Twin Cities): $15,000 per month x 2 months = $ 30,000
Lamar Outdoor Advertising (Outstate): $2,775 per month x 2 months = $ 5,550 $ 35,550
10. Patient Rewards and Incentives:
Sage has used gift cards to successfully recruit new and rarely and never screened women to program-funded services. The gift cards are used in conjunction with program outreach strategies such as direct mail or targeted media campaigns. Women receive a gift card of their choice as a reward for completing mammography screening. The reward is mailed out to a woman after their Sage enrollment information has been linked to a completed cancer screening in the Sage Integrated Database (SID). Evaluation has shown that rewards more than double the impact of our outreach strategies and also produce more cost-effective results. (Refer to Appendix 18 for more information.)
# women receiving rewards Reward Vendor Admin Fee Reward Vendor Admin Fee
3,817 women (direct mail) x $15 $1.85 per reward = $57,255 $7,061
533 women (tv) x $15 $1.85 per reward = $7,995 $986
14 women (radio) x $15 $1.85 per reward = $210 $26
133 women (billboards) x $15 $1.85 per reward = $1,995 $246
Total: $67,455 $8,319 $ 75,774
11. Patient Transportation (Bus Tokens & Parking Vouchers):
Funds are requested for bus tokens and parking vouchers to assist women without adequate transportation or income to access screening services. Bus tokens provide access to the Metro Transit bus routes. Parking vouchers are offered to women who have transportation, but who lack financial means to pay significant parking fees at some metro screening sites. Tokens and vouchers are tracked by the provider and reported to the Sage Program on a monthly basis.
Bus Tokens: 308 women x $6.00 per round trip = $ 1,848
Parking Vouchers: 241 women x $4.75 per round trip = $ 1,145 $ 2,993
12. Cancer in Your Communities Presentations:
Cancer in Your Communities (CCYC) is a curriculum that Sage will implement in collaboration with the MN CCC program at two locations. The CYCC curriculum educates CHW’s about cancer and early detection. It provides CHW's hands on learning skills and tools (breast, cervical and colorectal cancer flipcharts) to use to promote cancer screening to clients that they serve. (Liz Wilson-Lopp, a Sage staff person, will be our primary educator working on this; MN CCC will provide additional staff support towards this effort . Funds are requested for room rental, parking, and lunch for 25 participants at each training.) $ 2,500
Total: Other Expenses $ 481,076
OVERHEAD
1. Program Administrative Costs
The amount is calculated at 23.8% of direct costs, excluding items that are not assessed indirect. Fee-for-service costs are not assessed indirect but everything else is. This is used by MDH to pay for other costs like the Commissioner, the Legal Dept, the Email system, etc.
Direct Costs $4,232,758
Less Contracts #1 (fee-for service provider payments) ($1,945,746)
Base $2,287,012
x Rate x 23.8%
Amount = $544,309
$ 544,309
SUMMARY BUDGET Totals
Personnel $990,725
Fringe Benefits $315,051
In-State Travel $21,088
Out of State Travel $2,520
Supplies $43,679
Contractual $2,378,619
Other $481,076
$4,232,758

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